Event Resources & Policies

Space Use and Scheduling

• All events require approval from the Office of Events and Conferences.
• Reservations are confirmed only after review and approval.
• Event dates and times are subject to availability and university priorities.
• Multi-day or recurring events must be submitted as a single inquiry with all dates included.

Catering Policy

• To ensure a consistent, high-quality experience for all events on campus, all food and beverage services must be provided by Otterbein’s approved in-house catering team.

Our catering staff offers a variety of menu options, accommodates dietary needs, and handles set-up and cleanup, so you can focus on enjoying your event.

If you have questions about menu options, dietary restrictions, or pricing, our events team is happy to assist.

Alcohol Policy

• Alcohol service must comply with university policies and state laws.
• Events serving alcohol require prior approval and licensed service by our onsite caterer.
• Additional documentation and timelines apply.
• Link to alcohol guidelines document (attached)

Fees and Billing

• Some spaces and services may incur rental or service fees.
• Billing information and deadlines will be provided during the planning process.
• Additional services (AV, staffing, catering, special set ups) may have separate fees.

Insurance

• All events and conferences are required to provide event insurance. We recommend EEIA as our event insurance service provider. Visit their Web page for more information.

Changes and Cancellations

• Changes to event details must be communicated as early as possible.
• Some changes may impact availability or fees.
• Cancellation timelines and fees vary based on event type and services.

Audio/Visual and Technology:

• AV needs must be requested in advance through the event inquiry process.
• Built-in technology varies by space; not all rooms include microphones or projection.
• Personal AV equipment must be approved prior to use.

Setup and Teardown:

• Events must be set up and taken down by Otterbein staff or approved personnel.
• Furniture and equipment must not be moved without prior approval.
• Setup requests should be communicated during the planning process.

Event Decoration Guidelines:

To ensure safety, protect campus facilities, and keep operations running smoothly, all event decorations must follow these guidelines.

• All decorations, banners, balloons, or signs (indoors or outdoors) must be approved in advance by the Office of Events and Conferences.
• University signage and emergency equipment (exits, lights, fire alarms, extinguishers, sprinklers) must remain visible and unobstructed.

Prohibited Items:

• Flammable materials (straw, dry plants)
• Smoke/fog machines, sparklers, or special effects
• Confetti, glitter, rice, sand, wax, or powder
• Adhesive-backed decals or stickers
• Paint, chemicals, or liquids that may damage surfaces

Post-Event:

• Remove all decorations immediately after the event.
• Hosts are responsible for any cleanup or repair costs due to decorations.
• May incur additional charges for any damage.

Weather and Outdoor Events:

• Outdoor events require a weather contingency plan.
• Final weather-related decisions are made in coordination with Events and Conferences.
• Tents, inflatables, or structures require prior approval.

• Otterbein University is committed to hosting inclusive events. Please indicate any accessibility needs in your event inquiry so we can best support your guests.
• Events must comply with campus safety protocols.
• Large or high-risk events may require additional coordination.
• Emergency procedures will be shared prior to the event.
• Maximum occupancy limits must be followed for all spaces.
• Certain events may require additional staffing, security, or safety measures.
• Outdoor events are subject to weather and campus conditions.